These procedures and policies have been developed
in the interest of good stewardship, and to
provide fairly for the comfort and convenience of assembly commissioners
and advisory delegates. If you feel there are special circumstances
related to your travel plans, housing needs, etc., contact the
G.A.
Meeting Service.
Traveling
to Birmingham
Air Travel: Use The Travel Authority,
the official assembly travel agency in order to charge your
airfare directly to the Assembly. You may book your ticket on-line
or by phone. Tickets booked through another travel agent or
directly with an airline are not reimbursable.
Book your travel as soon as possible, and
no later than May 4 for maximum saving and best choice of schedules.
In order to avoid incurring high last minute fares, the OGA
limits payment for airfare to the 30-day advance-purchase amount.
The OGA pays for travel between your home
and Birmingham at the lowest logical round trip fare. If you
make arrangements that add to the cost (a stopover in another
city, not qualifying for discounted Saturday-night-stay fares,
etc.) you are responsible for the additional amount. The Travel
Authority agents will specify this difference when you book
your ticket; the OGA will invoice you for that amount.
Discounted fares are non-refundable, with
fees for changes. Be sure of your schedule when you make your
reservation. The OGA will pay change fees only when the assembly
requires the travel change.
By Train: For some it may be convenient and
economical to use Amtrak. Check fares and book tickets at Amtrak.com.
Train fare is reimbursable, up to the equivalent of the discounted
airfare (as determined by The Travel Authority). Upgraded services
(sleeper cars, etc.) are not reimbursable.
By Car: Drivers are reimbursed at the IRS
rate in effect for the assembly dates, plus meals (up to $25
per day) and lodging (up to $37 per night) en route. If this
total exceeds the discounted air or train fare that you and
commissioners/ advisory delegates who are your passengers would
incur, reimbursement will be limited to the equivalent of the
lowest available discounted air or train fare(s), as determined
by The Travel Authority.
Ground Transportation: Complimentary assembly
shuttle service will operate from the Birmingham airport to
the assembly hotels on June 14 and 15, and from the convention
center to the airport on Thursday, June 22.
The assembly provides for shuttles between
most assembly hotels and the convention center throughout the
assembly.
Car rental and other ground transportation
expenses in Birmingham are not reimbursable.
Parking: Hotel parking charges in Birmingham
are reimbursable if your total driving costs (including parking) are less than the lowest available airfare. Some assembly
hotels offer complimentary parking.
Accommodations
Housing: Complete
your on-line registration as soon as possible to reserve
lodging in one of the assembly hotels. Allowable housing costs
are paid directly to the hotel by the Office of the General
Assembly.
Charges for accommodations elsewhere are NOT
reimbursable. Those who stay at home or other private lodgings
and commute will be reimbursed for mileage and parking, not
to exceed the cost of the least expensive assembly accommodations.
Accommodations are paid for at the shared
rate of one-half the hotel room rate, plus tax. If you share
a room with another commissioner or advisory delegate, both
your share and your roommate's share of the room charge are
paid by the assembly.
If you request a single room, or if your spouse
or family shares your room, only your half of the room cost
is covered by the assembly, and you will pay the hotel for the
other half, plus tax.
Roommates: If you want to share a room but
do not have a roommate, the G.A. Meeting Service can assist.
If you would like us to select a roommate for you, indicate
this when you register and fill in the requested information.
If you select your own roommate, fill in his/her
name when you register. Make sure that he/she registers and
lists you as the roommate. The reservation is not made until
both registrations are complete.
You will pay the full room cost for any nights
your roommate does not share the room, so choose a roommate
with the same arrival and departure dates as yours to avoid
incurring such additional costs.
Length of Stay: Lodging is normally covered
for up to 7 nights (Thursday to Wednesday). Lodging for Wednesday,
June 14, will be paid for youth advisory delegates attending
the YAD orientation, commissioners attending one of the official
pre-assembly conferences, and those who must travel on Wednesday
in order to be present when the assembly convenes at 1:00 p.m.
on Thursday.
If, for personal reasons, you arrive before June 15 or depart after
June 22 the additional room charges are
at your expense.
If you drive to Birmingham, hotel charges
prior to June 15 or after June 22 are considered a driving expense.
Include these with related costs on your voucher. These are
reimbursable provided the total (mileage, parking, lodging and
meal costs en route) is still less than the lowest available
airfare.
Payment: You will need a major credit card
or a cash deposit upon arrival at your hotel to cover any room
charges for which you are responsible, and incidental charges
such as meals and phone calls.
Other Expenses and Services
Meals: Commissioners and advisory delegates are admitted to
the G.A. Breakfast on Saturday with their badge; do not order
a ticket to this event unless you are purchasing it for a spouse
or someone else.
Other meals are covered with the assembly
per diem of $39 ($13 breakfast, $10 lunch, $16 dinner). The
per diem begins with lunch on June 15 and ends with lunch on
June 22. When you register on-site, you will receive a debit
card pre-loaded with the per diem amount for your assembly stay.
It can be used at the convention center food court and other
outlets, at your hotel, and other restaurants.
Commissioners who choose to stay at an assembly
hotel that includes breakfast in its rate will not receive the
per diem for breakfast.
Families: Spouses and children are welcome
as assembly observers, at their expense. You may reserve a double
room when you register.
The assembly covers one-half the room charge for commissioners
and advisory delegates; if you are accompanied by your spouse
or family, you are responsible for paying the hotel directly
for their half of the room charges. All observers, including spouses, must register
and have an official assembly name badge in order to observe
plenary sessions. You may register your spouse and pay the $50
advance registration fee (so he/she will receive a tote bag,
program, etc.) when you register, or he/she may register in
Birmingham for the $10 on-site registration fee.
Child Care: The General Assembly is a business
meeting with very long days and few family-oriented activities.
Commissioners are in meetings from 8:30 a.m. to 9:30 p.m. most days
and should carefully consider whether to bring their children
to the assembly.
Childcare options in or near downtown Birmingham
are very limited. Please check the box when you register to
receive information on a few facilities and programs that may
be able to accommodate a few children during the assembly.
Child care expenses (up to $30/day) are reimbursable
for commissioners who would not otherwise be able to fulfill
their duties.
Expense Reimbursement
As travel and hotel charges are paid directly by the assembly,
and debit cards are used for meals on-site, most commissioners
and advisory delegates will have no other expenses to claim. Those who do claim other expenses (for mileage, etc.) should obtain
an expense reimbursement form from the treasurer on-site. Receipts
are required. Reimbursement checks will be mailed following
the assembly.
Questions?
With any questions about arrangements and
policies for travel, accommodations and meals, contact GA
Meeting Service at (888) 728-7228 x2417. |
